Staff/Administration Recruitment & Selection

 

Process ID:

Process:          Recruitment

Description:    Process of generating interest in employment with Palmer Chiropractic College.

 

Trigger:          Notice of change in the organizational structure showing a deficit in staffing

 

Frequency:     Ongoing

 

Critical Success Factors:

Effective Community Relations

Timely communication of organization structural changes

Continuing company reputation

 

Systems:

Excel

Word

Front Page

Internet

 

Procedure:

Employment Requisition:

 

  1. Supervisor/Department Head in conjunction with the Division Administrator assess the need for replacement or creation of a position at which time a vacancy occurs. 

 

  1. Supervisors/Department Heads complete an Employment Requisition form requesting a replacement of a position or the creation of a new position. 

 

  1. The Employment Requisition form is located on the intranet web site w3.palmer.edu/HR/Employment Requisition

 

  1. Each Employment Requisition must have the appropriate signatures for approval of the position to be open.  Upon completion of the form including all signatures the form is provided to Human Resources. 

 

  1. Authorization for all replacement or new positions is as follows: 1) hiring supervisor, 2) division administrator, 3) Chief Administrative Officer and/or Chief Financial Officer and 4) Human Resources. 

 

Recruitment and Job Posting:

 

  1. Departments, in concurrence with Human Resources, may elect not to post a vacancy.  An employment requisition will be completed and returned to Human Resources whether the vacancy is posted or not.  Posting may not occur due to:

 

·         Availability of a suitable candidate due to job elimination or reorganization;

·         Availability of a suitable candidate to fulfill an affirmative action opportunity

 

  1. Official notification of a job vacancy will be posted within 1 business day following the receipt in Human Resources.  Vacancies are considered posted as of the date shown on the announcement. 

 

  1. Job postings may be found in designated areas as identified by Human Resources and on the organization’s website www.palmer.edu/HumanResources/JobOpportunities and posted for a minimum of 5 business days.

 

 

  1. Employment Requisitions will automatically close if reasonable activity and progress toward placement is not recorded in any 60-day period.  If a requisition is closed, supervisors/department heads must resubmit for an approved requisition including further substantiation for placement.

 

  1. Additional advertising must be requested on the Employment Requisition with a draft announcement provided by the hiring supervisor.

 

  1. Upon receipt of the approved Employment Requisition, Human Resources will review the announcement to ensure proper compliance with equal opportunity/affirmative action provisions. 

 

  1. Advertising and recruiting activities are implemented in consideration of any current affirmative action plan and goals.  Human Resources monitors and places all advertising/recruiting and discusses necessary affirmative action with the hiring department.

 

  1. Prior to any advertisement, Human Resources will research and provide cost expenditures to the hiring supervisor. 

 

  1. Approval for all advertising expenditures must be received by e-mail to the Human Resource department for the continuation of all advertising/recruitment.   

 

 


 

Staff/Administration Recruitment & Selection

 

Process ID:

Process:          Selection & Orientation

Description:    Process of selecting candidates for employment with Palmer Chiropractic College.

 

Trigger:          Fulfillment of a employment requisition

 

Frequency:     Ongoing

 

Critical Success Factors:

Documentation of process

Effective and ongoing communication with hiring supervisor

Timely turnaround of information

 

Systems:

Excel

Word

Front Page

Internet

 

 

Procedures:

Selection:

 

  1. Job applicants may submit employment applications for only open positions.  Individuals must submit a separate application for each position for which they would like to be considered.  All job postings are posted for a minimum of 5 business days. 

 

  1. The Human Resources department will receive all incoming applications/resumes.  Applications will remain active for the period of time that the specific job opening exists.  Human Resources retains inactive applications for 24 months for regulatory purposes only.

 

  1. All applications for consideration of an open position are entered onto a candidate log by Human Resources and forwarded to the applicable supervisor/department head. 

 

  1. Individuals or selection committees charged with selection decisions are to meet with the Human Resource Employment Specialist to review equal employment practices and other selection processes.  

 

  1. The candidate log for those individuals selected for interviews is to be completed and returned to Human Resources.

 

  1. Behavior based interviews are conducted by the hiring supervisor, Human Resource representative and/or selection committee.   All interview notes pertaining to the job opening will be returned to Human Resources. 

 

  1. Selected candidates are to meet with Human Resources immediately before or after the scheduled interview, unless other arrangements have been made in consensus with Human Resources.  Human Resources reviews all general benefits with candidates and gathers all necessary equal employment/affirmative action information at this time.

 

  1. The hiring supervisor conducts and documents two reference checks on the final selected candidate.

 

  1. Any individual found to have falsified, omitted and/or misrepresented information provided on the employment application or during the course of the employment interview may be disqualified from consideration or if hired, may be terminated.

 

  1. Placement of a candidate is to be based on credentials, interview feedback, applicable references and overall suitability for the position.  The hiring supervisor presents all notes from candidate interviews and reference checks to Human Resources to formulate an offer and potential start date to the chosen candidate. 

 

  1. Upon approval of the offer conditions, the hiring supervisor may extend a verbal offer to the selected candidate.  The hiring supervisor must complete a New Hire Authorization/Change form and forward to Human Resources immediately following acceptance of an employment offer. 

 

  1. The Human Resource department will complete a formal offer letter and schedule an orientation upon acceptance of the employment offer. 

 

  1. Employment applications and resumes of individuals selected for employment are retained as part of the official personnel file

 

  1. Supervisors/Department Heads are to ensure that all individuals not selected for the position are contacted.  Internal candidates are to be personally contacted by the interviewing supervisor/department head.  Human Resources will provide a standard “no interest” letter for use by departments in contacting external applications.   Deviation from the standard letter provided may expose the College to unnecessary risk.  The Human Resource office will retain copies of these letters or correspondence for the open job file. 

 

  1. Supervisors/Department Heads are to shred copies of applications/resumes once a selection and acceptance has been made.  All original applications/resumes are maintained in the Human Resources office for affirmative action record keeping purposes.

 

 

New Employee Orientation:

 

  1. All new employees are required to complete orientation.  The Human Resources department conducts orientation presentations weekly on Tuesdays, times may vary based on availability.   

 

  1. New staff members are to be scheduled to report to Human Resources during the first day of work, to complete necessary payroll forms and show proper identification. 

 

  1. During the orientation, Human Resources provides and reviews all pertinent College information including handbooks, benefits, and necessary employment forms. 

 

  1. Employees may be asked to meet with Human Resources at a later date to review and complete additional information. 

 

  1. Supervisors/Department Heads are to ensure that employees are provided the necessary time to complete all aspects of employment orientation.

 

  1. Supervisors/Department Heads are to provide department orientation as outlined on the orientation checklist as well as any additional orientation necessary.

 

Temporary Help:

 

All temporary staff assignments of less than 90 days are referred through a temporary service agency.

 

  1. Supervisors/Department Heads are to complete and forward a Requisition For Temporary Services found on the intranet web site, w3.palmer.edu/HumanResource/TemporaryServiceRequisition, including applicable approvals to Human Resources for temporary staff.    

 

  1. Appropriate signatures to approve temporary staff for up to 90 days are 1) hiring supervisor and 2) division administrator.

 

  1. Departments are to submit purchase orders to the Purchasing office for temporary services.  Bills from temporary help agencies are forwarded to Purchasing for payment.

 

  1. Temporary staff assignments expected to exceed 90 days will require completion of an employment requisition.  The position will need to opened and proceed through the job posting process.